Vendor Evaluation
Vendor Evaluation Outcomes
Once you have completed publishing your Pre-Qualified Bidder List project and Vendors have completed applications, you will be able to proceed assigning evaluations to your team to determine whether the vendors will be prequalified for future projects.
There are typically 3 possible outcomes for a vendor submission:
- In the case where the Vendor passes all evaluation stages, you will mark "Approve" on the Vendor's Received Application, and mark them accepted through all evaluation stages.
- In the case where the Vendor fails one or more evaluation stages egregiously, you will mark "Fail" on the Vendor's Received Application, and not mark them accepted (halting at the stage they became disqualified)
- In the case where the Vendor fails one or more evaluation stages with only minor errors, you will mark "Resubmit" on the Vendor's Received Application and request they resubmit. You will then proceed to reopen the Vendor's application so they may modify/update their submission, and you can requalify them at a later date/time of your choosing.
Approved-Vendor Workflow
In cases where a Vendor has passed/qualified on all criteria within an Evaluation Stage, the department lead for Vendor review will navigate to Summary substage to Mark Accepted to advance the vendor to the next evaluation stage.
Thereafter, Evaluator(s) should be assigned to process the next Evaluation Stage.
Vendor Acceptance Email
In the final Evaluation stage, in the Evaluation Settings substage, you will find an option to "Send Vendor Acceptance Email" once the vendor has been approved. To send the email, select the Yes button and select Preview Email Template. A popup will appear with the preconfigured email template. Verify that the email verbiage is correct, and select Update and Resend Emails.
Note: The table at the top of the Preview Email Template page shows dynamic text fields that are available to use in your email. These dynamic text fields will populate applicant specific information to personalize messages. You can copy and paste these placeholders in the body of the email section beneath it. Once the evaluation is completed, in the Summary substage, the email will be sent to the vendor once the evaluator selects "Mark as Accepted".
Once a vendor has made it through all of the Evaluation stages, return to the Publication stage > Received Application to view and manage all vendor applications. In the "Administrative Tags" column, the vendor can be marked as Approved.
If they are not prequalified, they can be tagged as Fail or Resubmit if further documentation from the vendor is needed.
Failed-Vendor Workflow
In cases where a Vendor has failed/been disqualified due to an egregious or irreconcilable shortcoming within an Evaluation Stage, the steps below can be followed to detail the issue encountered and mark the application appropriately.
The total score for the substage would also indicate Fail. In these cases, the department lead for Vendor review would not select Mark Accepted in the Summary substage.
Following this result, the lead for Vendor review will return to the Publication stage > Received Application substage and apply the administrative tag of Fail to the Vendor.
Resubmit-Vendor Workflow
In cases where a vendor has failed an evaluation stage but will be allowed the opportunity to resubmit, the evaluator will include a brief Stage Tag in the Evaluation Stage (located at bottom of evaluation pages) where they have failed; noting missing or erroneous information.
The Stage Tag will be visible in the Summary substage.
Once the Stage Tag is complete and visible in Summary substage, the evaluator will tag the vendor as Resubmit in the Publication stage > Received Application substage.
Reopening a Vendor Application
From the Publication stage > Received Application substage, select the Vendor application application that needs to be reopened by clicking on the hyperlink for their record.
On the next screen, specify the start date and end date for the re-opened application.
Select Re-Open Application. Once you have selected the re-open period for the application, email the vendor notifying they are able to review and resubmit their application via their Vendor Portal detailing materials needed and timeframe. From the Vendor Portal, the vendor will be able to Edit Responses and provide the correct materials and information.
Resuming Evaluation
Once the vendor has resubmitted their application, evaluators are able to view their updated materials in the Received Application substage. The vendor will still be assigned to the same evaluators for each Evaluation stage. Evaluators can access their previous evaluation for the corresponding vendor in Evaluation Stage > Your Evaluations substage.
The evaluator will review the previously failed criteria, and update their evaluation based on the newly received materials. The evaluators will remove the Stage Tags to indicate the vendor has been reviewed and approved.
Vendors who are approved through resubmission should not have any stage tags visible in Summary substage.
Updating Vendor Application Status
Once all evaluators have updated the evaluation, return to the Publication stage > Received Application substage and update the Administrative Tag for the vendor to Approved. If the vendor did not successfully pass the resubmission, update the tag to Failed.
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